It’s a known fact that businesses that rely on paper have a harder time keeping records and storage error-free. The more documents you have, the more complicated it is to organize and track each piece of paper. These processes can potentially cause issues with customers over slow service. That’s why many companies switch to digital record-keeping systems. But what do you do with existing paper documents? Conversion services are the best solution, as they take on the labor-intensive process of scanning, organizing, and tagging everything away from employees who may already have a full plate. When searching for the right provider to digitize and store your documents, it’s essential to know what type of conversion services they offer.

Microfilm and Microfiche Services

Only a few decades ago, microfilm and microfiche were the go-to solutions for storing documents. It’s unsurprising, given that microfilm, when properly stored, has a lifespan of several hundred years. Still, looking up information from microfiche or microfilm can take ages and isn’t very efficient.

The most reliable companies offering conversion services can transform old microfilm and microfiche data into digital files. They have the right technology and, more importantly, the organizational skills and staffing to do the job professionally.

So, how does it all work? The microfilm scanning specialists collect all the rolls, microfiche jackets, and aperture cards. Then they use optical character recognition (OCR) technology to index all items and convert them to digital files. Usually, these are PDF or TIFF files, but other formats are available.

The final step in the process is uploading and distributing the digital files. This way, companies and organizations can access their payroll records, personal or medical files, and anything else that’s been stored in the archives gathering dust.

Many file conversion companies can also convert documents into microfilm. This option is possible if that’s your organization’s preferred solution for long-term archiving.

File and Document Scanning

One of the most popular conversion services is file and document scanning. Many organizations put the burden of file scanning and storing on their employees, which isn’t the most efficient solution.

Others choose to invest in expensive scanning equipment, only to realize it wasn’t the most cost-effective decision in the long run. That’s why it’s best to find a provider that offers conversion services when you need to digitize documents on a large scale.

There are several ways file and document scanning works. Organizations can opt for archival preservation, which many governmental and educational institutions use. The goal is to preserve unique paper records in digital format.

Another sub-type is backfile scanning, used to convert legacy documents associated with an organization’s previous activities. Day-forward scanning refers to choosing a set point from which all documents need to become digital.

The OCR and indexing procedures focus on turning any paper document into a file format you can edit, print, and even search using specific keywords. Additionally, password protection can be assigned to certain confidential documents for a much stronger security measure than having them languish in a box somewhere.

Blueprint and Map Scanning

Perhaps you already have good enough scanning equipment and your organization digitizes paper records regularly. But what happens if you need to scan a large document like a blueprint, map, or engineering drawing? You’ll need to outsource the solution to a conversion service.

Scanning these large documents requires rotary scanning equipment with excellent resolution quality. Safeguarding these documents is often vital, as they are prone to damage due to their size.

Another challenge is capturing every square inch of the files, which conversion specialists can manage. The large format files usually become CAD files you can edit in the AutoCAD software.

Newspaper and Publications Scanning

Preserving newspapers, magazines, and even books in their original form is challenging after a certain period when they may become brittle or fragile. But maintaining access to them for generations to come is incredibly important.

That is why many publications rely on professional conversion services. Some companies may destroy paper records after digitizing them, so you’ll want to ensure that your chosen conversion services provider holds onto the physical records when requested.

A document scanning and imaging service uses specialized equipment and technology to ensure that books, magazines, and newspapers remain in the same condition as when they captured their contents.

Scan on Demand

Of course, even if you don’t have decades’ worth of records requiring scanning, you can still use conversion services. At some point, most organizations will need to convert paper documents into digital files, but perhaps not all of them.

The scan on-demand service allows better control of the budget. You can determine how many documents you need to have scanned per month, and if you need to skip some months to save on expenses, you can do so to ensure you stay within budget.

Specialty Scanning

Maybe none of the above-listed services fit your needs quite right. You or your organization may need to scan, index, and digitize a specific type of document or film. Even if it seems like an impossible mission, a reputable document conversion provider can find optimal solutions for challenging tasks.

Benefits of Conversion Services

We’ve discussed some advantages of different types of document conversion and scanning. But it’s important to highlight these benefits clearly in order to learn whether they can help you.

Conversion services offer:

  • Immediate access – You no longer have to waste time searching through stacks of paper and breathing in dust.
  • Better organization–Document conversion offers tagging, indexing, and other tools that help you identify documents easier.
  • More storage – With conversion services, organizations can reclaim storage space and reduce unsightly paper clutter.
  • Cost savings – If you’re paying for extra space for storing documents, choosing to convert paper into digital files will save money in the long run.
  • Disaster prevention – Unfortunately, paper records are prone to loss, theft, flood, and fire. But backing up digital files in multiple locations, such as a hard drive or the cloud, will significantly reduce the potential for disaster.

Restructure Your Organization With Reliable Conversion Services

Shuffling old paper records around is an outdated and inefficient way of doing things. True, some newspapers, magazines, and similar publications should indeed be kept in their original form. But we should also preserve them by converting them to digital files.

This process is a game-changer for businesses and government agencies that have difficulty managing their paper files. The benefits of conversion services include quicker access to important files, immense cost savings, and more storage space.

If you’re looking for trustworthy and efficient conversion services in Philadelphia, eastern Pennsylvania, New Jersey, and Delaware, contact IMR Digital. Our 25,000-square-foot, state-of-the-art facility is fully equipped and capable of scanning and converting all types of documents to meet your needs.